Automated alerts for plan expiration or required updates

Purpose

1.1. Automatically notify responsible staff and/or clients when care plans in adult foster care services are nearing expiration, require updates, or regulatory review, reducing risks of non-compliance and ensuring continual quality of care.
1.2. Streamline oversight of documentation, reduce manual tracking, and ensure prompt action on regulatory milestones, enhancing resident safety and operational accuracy.

Trigger Conditions

2.1. Plan expiration date is reached or within a pre-set timeframe (e.g., 30/14/7 days before expiration).
2.2. Changes in regulations necessitate plan updates.
2.3. Manual data entry or automated status update flags a care plan as “due for review” or “requires update.”
2.4. System-detected inactivity for a given period on care plan logs.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API – Set webhook to send SMS alerts to staff; sample config: POST /Messages with phone numbers and alert message.
3.2. SendGrid
• Feature/Setting: Email API – Create automated email workflow; sample config: POST /mail/send including recipient, subject “Plan Expiration Upcoming.”
3.3. Slack
• Feature/Setting: Webhook/Incoming Webhook – Configure webhook URL and send alerts in specified channel; sample: JSON payload with alert text.
3.4. Microsoft Teams
• Feature/Setting: Connector – Set up Incoming Webhook to post expiration reminder messages to team channel.
3.5. Google Calendar
• Feature/Setting: Calendar API – Create events with reminder pop-ups for expiration dates.
3.6. Outlook
• Feature/Setting: Office 365 Calendar API – Auto-create “task due” event and send scheduled email reminders.
3.7. Salesforce
• Feature/Setting: Workflow Rules/Process Builder – Configure trigger on expiration field, send notification via Chatter or email.
3.8. Zoho CRM
• Feature/Setting: Workflow Rule – Trigger email/SMS alert when custom plan expiration field is about to expire.
3.9. PagerDuty
• Feature/Setting: Webhook/Incident Creation – Auto-generate incident on plan expiration trigger.
3.10. Asana
• Feature/Setting: Tasks/Rules – Auto-assign follow-up task and due date upon detection of expiring plan.
3.11. Monday.com
• Feature/Setting: Automation Recipes – Notify assigned person or team ahead of expiration date.
3.12. Trello
• Feature/Setting: Butler Automation – Set up card due date reminder and notification action.
3.13. Airtable
• Feature/Setting: Automations – “When record matches conditions” (expiration date), send email or Slack alert.
3.14. Smartsheet
• Feature/Setting: Workflow Automation – Send alert and request update ahead of expiration.
3.15. Freshdesk
• Feature/Setting: Ticket Automation – Auto-create tickets for expiring plans, assign to compliance staff.
3.16. ServiceNow
• Feature/Setting: Flow Designer – Build workflow to create tasks/reminders on expiration date approach.
3.17. HubSpot
• Feature/Setting: Workflow Automation – Trigger notification or task based on date field in contact/company.
3.18. ClickSend
• Feature/Setting: SMS API – Program SMS reminders for upcoming expirations.
3.19. Intercom
• Feature/Setting: Message Composer – Schedule targeted messages for contacts tied to expiring plans.
3.20. Mailgun
• Feature/Setting: Email API – Automate reminder emails to stakeholders with plan details and deadlines.
3.21. Google Chat
• Feature/Setting: Webhook – Post expiry/update alerts to chat rooms via webhooks.
3.22. Discord
• Feature/Setting: Bot/Webhooks – Program bot to send direct messages or channel notifications.
3.23. Zendesk
• Feature/Setting: Trigger – Set ticket or task creation on plan expiration alerting relevant agents.

Benefits

4.1. Minimizes risk of non-compliance by guaranteeing timely plan renewals/updates.
4.2. Reduces administrative burden, freeing care staff to focus on service.
4.3. Supports audit-readiness via systematic record of notifications.
4.4. Enhances care continuity and resident safety by maintaining up-to-date plans.
4.5. Provides flexibility across communication channels to meet organizational needs.